Administrative Coordinator/Receptionist
Promo Art Advertising LLC
Total years of experience :25 years, 2 Months
• Performs professional level administrative duties involving an extensive knowledge of office procedures in line with the company’s procedure.
• Under direct supervision of the managing director, exercise a fair amount of independent decision-making relating to the day-to-day operations and functions of the office.
• Performs a full range of secretarial duties and assists in a variety of clerical, technical and routine administrative tasks; facilitates internal and external communications as directed.
• Reviews and proofs documents, records and forms for accuracy, completeness and conformance to client’s company guidelines. Prepares and edits a variety of correspondence, memoranda, reports and other materials.
• Prepares quotations, marketing proposals, purchase orders, delivery note, and invoices.
• Prepares statement of account from Peachtree, summaries, reports, presentations and other documents.
• Coordinates internal communications and activities for client’s marketing proposals.
• Handles postal services, receives visitors, arranges travel, schedules appointments, and answers telephone calls. Handles all telephone or counter enquiries from the employees or external clients.
• Handles all filing and record keeping, including database management, data entry/retrieval and a variety of software applications used for general office and secretarial support.
• Responsible for tracking office supply requirements and inventories for kitchen supplies.
• Engages and executes other tasks as and when it is necessary or as assigned.
Senior Administrative Assistant
• Directly work with the Director of Technical Affairs.
• Coordinate project in continuing medical education and trainings. Prepare PowerPoint presentations.
• Plan and prepare project related activities, timesheets, and certificates.
• Draft memo, reports, and respond to correspondence.
• Keep track of meeting schedules and travel management for the Director and staff.
• In charge of accurately encoding, computing, analyzing, and archiving student’s grades and files.
• Take ownership of resolution of staff and student’s issues, especially when the Director is not present.
• Inventory management and petty cash replenishment.
Executive Secretary
• Perform file organization
• Prepare monthly staff attendance timesheet, tutor’s clinical schedule, and class timetable.
• Prepare agenda, take minutes and provide technical assistance in monthly meetings.
• Proofread, modify, format and prepare calendar, modules, and exams.
• Screen calls and direct to appropriate channel or take messages.
• Send, sign for and distribute courier mails.
• Process, classify, record, and label all received reference materials for higher administration use.
• Deal quickly and efficiently to customer inquiries or complaints via inbound calls for a well-known brand computers or products using Customer Relationship Manager Software. If necessary, research on `online product and services’ resources to address the complex product inquiries.
• Demonstrate confidence in managing client resources. Up sell products and services.
• Deliver reports on time as requested by Team Manager.
• Identify, research, and resolve customer issues.
• Delegate problem resolution to appropriate technical support or customer care group.
• Perform other duties and responsibilities assigned.
• Handle inquiries regarding internet access billing accounts and service-related issues through interactive online service using Customer Relationship Manager Software.
• Ensure accuracy of financial records for billing against the account’s usage; explain every detail to customer and enlighten their billing confusion. Occasionally negotiate an alteration to the stated price or giving discount/gift voucher as compensation to faulty double billed complaints in order to retain valued customers.
• Ensure that cases and/or callbacks are logged in accordance with the Data Quality guideline. Resolve and follow up service issues thru email. Generate customer thank you letters.
• Expedite customer orders, including keeping them informed of delays or early fulfillment.
• Perform other duties and responsibilities assigned.
Sales Coordinator | Assistant
• Assist Sales Manager and directly report to Senior Vice President of Marketing and Sales.
• Coordinate sales support to Sales Executives.
• Handle inquiries for all promotions (in-house sales), group booking and reservations
• Compute and archive travel agency’s incentive
• Input and proofread the flight schedules accurately.
• Process invoices, Local Purchase Orders, and process the payment.
• Prepare and dispatch routine or straightforward letters, quotations, and bookings
• Overall control and supervision of staff vacation leave, gate passes and personal concerns.
Legal Secretary (reliever for 3 months then eventually hired as Sales Coordinator/Assistant)
• Keep track of all the deadlines on the airline contracts, passengers’ complaint, pleadings, etc.
• Prepare and distribute mail and e-mails to clients and partners
• Information research if necessary
• Perform other duties and responsibilities assigned.
